How to run a quality-assurance system in a small studio

What quality means in design

Quality is more than good looks. It means a design that meets the brief, complies with regulations, can be built, coordinates with other disciplines, is clearly documented, and is delivered on time and in budget, with a good client experience.

Keep it simple

A small studio needs light, practical tools. The best systems are those that people actually use.

• A project start checklist. Brief, appointment, scope, team, programme, insurance, health and safety roles, data protection. See How to write an appointment agreement.
• File and naming standards. A common folder structure and naming, so that everyone finds the right version.
• Drawing and model standards. Layers, symbols, sheet sizes, titles and revision control, appropriate to the software. See Choosing software and IT.
• Design reviews. At key points, someone not on the project team reviews the design against the brief and the rules.
• Checking before issue. A second person checks drawings and documents before they leave the studio, using a simple checklist.
• Coordination checks with engineers and other consultants.
• A record of decisions and changes, including client instructions, in writing.
• A log of information issued, to whom and when.
• Site visit records, with photographs and notes.
• Lessons learned at the end of a project.

The best systems are those that people actually use.

What to check

A useful pre-issue checklist covers:

• Does the drawing match the latest design and the brief?
• Are dimensions, levels and notes correct and consistent?
• Do plans, sections and elevations agree?
• Have structure, services and other consultants' information been coordinated?
• Does it comply with the relevant regulations? See Building Regulations explained.
• Are specifications and schedules consistent with the drawings?
• Is the revision and status clear?

Manage change

Most errors arise from change. Have a simple way to record changes, update everyone affected and issue revised information clearly.

Learn from mistakes

When something goes wrong, ask what happened and how to prevent it, without blame. Add the lesson to a checklist. Over time the checklists become the studio's memory.

Formal systems

Some practices adopt a formal system, such as one certified to an international quality standard, often to meet client or tender requirements. It can help but needs effort. Do it if it serves you.

In short

Use light, practical tools: checklists, standards, reviews, checking and records. Learn from mistakes, and keep it simple enough that people follow it.

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